7. Appendix B: ECCC project management lifecycle

ECCC Project Management Framework (PMF)

Gate 0: Intake

Phase Purpose

• Identifies the business problem to be solved or the opportunity
• Defines project high level outcomes
• Engages stakeholders

Process and Deliverables

• Project Intake Document (All Tiers)
• Benefits Realization Plan (T2-T3)

Project Cost

• Cost for this stage: Not tracked
• Project estimate plus or minus 100%

Governance

• Tier 1: Director Level Committees
• Tier 2: DG Level Committees
• Tier 3: DG Level Committees to Executive Management Committee to TBS

Gate 1: Initiation

Phase Purpose

• To officially initiate the project, define roles and responsibilities and allocate resources (via the Project Charter)

Process and Deliverables

• Project Brief (T1)
• Business Case (T2 and T3)
• PCRA (T2 and T3)
• TBS Project Brief (T3)
• TBS Sub Approval (T3)
• Business requirements (All)
• Project Charter (All)
• Benefits Realization Plan (updating) (T2 and T3)

Project Cost

• Cost for this stage: Not tracked
• Project estimate plus or minus 50%

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG) to Executive Management Committee to TBS

Gate 2: Planning

Phase Purpose

• To plan the project scope, time and cost (via the Project Management Plan) and to obtain buy-in from the targeted user community

Process and Deliverables

• Project Management Plan – Lite version (T1)
• Project Management Plan (T2 and T3)
  • Scope Management
  • Work Breakdown Structure
  • Cost Management
  • Quality Management and Change Order Management
  • Human Resource Plan
  • Procurement Management
  • Risk Management
  • Communication Management
• Schedule (All)
• Dashboard and Project Executive Summary (T2 and T3)
• Benefits Realization Plan (monitoring) (T2 and T3)
• Meeting Minutes or Records of Decision (All)

Project Cost

• Cost for this stage: Actuals
• Project estimate plus or minus 10%

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG) to Executive Management Committee to TBS

Gate 3: Execution

Phase Purpose

• To execute the project management plan while monitoring and controlling scope, time and cost

Process and Deliverables

• PCRA (updating) (T2 and T3)
• Change Requests (All)
• Change Order Log (All)
• Issue Log (All)
• Risk Log (All)
• Schedule (All)
• Dashboard and Project Executive Summary (T2 and T3)
• Benefits Realization Plan (monitoring) (T2 and T3)
• Meeting Minutes or Records of Decision (All)
• Handover Document (all)
• TBS Project Performance Data (T2 and T3)

Project Cost

• Cost for this stage: Actuals

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG) to Executive Management Committee to TBS

Gate 4: Close-Out

Phase Purpose

• Provide an assessment of the project performance against its objectives and requirements and capture Lessons Learned

Process and Deliverables

• Close-Out Report  - Lite version (T1)
• Close-Out Report (T2 and T3)
  • Completion of all contract administration activities
  • Final evaluation of project teams including consultants and contractors
  • Outstanding issues
  • Lessons learned
  • Stored project documents
• Dashboard and Project Executive Summary (T2 and T3)
• Benefits Realization Plan (assessment) T2 and T3)
• TBS Project Performance Data (T2 and T3)

Project Cost

• Cost for this stage: Actuals

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC, RP DG) to Executive Management Committee to TBS

Gate 5: Post Implementation

Phase Purpose

• Measures the project success
• Runs the operations

Process and Deliverables

• Benefits Realization Results Report (BRRR) and Presentation (T2 and T3)

Project Cost

• Operating Budget

Governance

• Tier 1: Director Level Committees
• Tier 2: DG Level Committees
• Tier 3: DG Level Committees to Executive Management Committee to TBS

Notes

• For enquiries, please contact the DPMO team at EC.BureauGestionDeProjets-ProjectManagementOffice.EC@canada.ca
• Tier 1 = project under $1 million; Tier 2 = project over $1 million, PCRA = 1 or 2; Tier 3 = project over $1 million, PCRA = 3 or 4
• The PMF aligns with ECCC’s OPMCA scoring of 2 and TBS Policy on the Management of Projects
• A PMF compliance monitoring will be completed annually
• Governance is for sharing project information with Senior Management and Stakeholders for the input, feedback and decisions prior to crossing a Gate

Source: ECCC Project Management Framework 1.0, approved by the ECCC Executive Management Committee in May 2017

ECCC Project Management Framework (PMF) 2.0

(Pre-Project) – Gate 0: Intake

Phase Purpose

• To identify the opportunity
• To define project high level outcomes

Process and Deliverables

• Tier 0: less than $1 million – Lite templates apply
  • Opportunity Proposal Document
  • Business Case
• Tier 1: $1 million to $5 million – Lite templates apply
  • Same as Tier 0 plus, for IT projects only, Concept case
• Tier 2: more than $5 million, PCRA = 1 or 2
  • Same as Tier 1
• Tier 3: more than $5 million, PCRA = 3 or 4
  • Same as Tier 1

Project Cost

• Cost for this stage: Not tracked
• Project estimate plus or minus 100%

Governance

• Tier 1: Director Level Committees
• Tier 2: DG Level Committees
• Tier 3: DG Level Committees to Executive Management Committee to TBS

Gate 1: Initiation

Phase Purpose

• To define roles and responsibilities and allocate resources (via the Project Charter)

Process and Deliverables

• Tier 0
  • Project Performance Record
  • Official Project Launch email (from Sponsor)
• Tier 1: Same as Tier 0 plus
  • Benefits Realization Plan
  • Project Charter

When applicable:

• Business Analysis and Requirements Document (BARD)
  • IT Security Documentation
  • Enterprise Architecture (EA) Assessment
  • Preliminary Privacy Impact Assessment (PIA)
• Tier 2: Same as Tier 1 plus
  • PCRA
• Tier 3: Same as Tier 2 plus
  • TB Project Brief

Project Cost

• Cost for this stage: Not tracked
• Project estimate plus or minus 50% at Gate 1

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC) to Executive Management Committee to TBS

Gate 2: Planning

Phase Purpose

• To plan and officially baseline the project scope, time and cost (via the Project Management Plan) and to obtain buy-in from the targeted user community

Process and Deliverables

• Tier 0
  • Project Performance Record -- update
• Tier 1: Same as Tier 0 plus
  • Benefits Realization Plan – update
  • Project Management Plan
  • Schedule
  • Meeting Minutes or RoD
  • Lessons Learned from Initiation

When applicable:

• BARD – update
  • IT Security Documentation
• Tier 2: Same as Tier 1 plus
  • Dashboard and Project Executive Summary
• Tier 3: Same as Tier 2 plus
  • TB Sub Approval
  • Project Sponsor Letter

Project Cost

• Cost for this stage: Actuals
• Project estimate plus or minus 20% at Gate 2

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC) to Executive Management Committee to TBS

Gate 3: Execution

Phase Purpose

• To execute the project management plan while monitoring and controlling scope, time and cost against baselines

Process and Deliverables

• Tier 0
  • Project Performance Record – update
• Tier 1: Same as Tier 0 plus
  • Benefits Realization Plan (monitoring)
  • Transition Plan
  • Schedule
  • Meeting Minutes or RoD
  • Lessons Learned from Planning
  • Change Requests Log
  • Issue Log
  • Risk Log

When applicable:

• BARD – update
  • IT Security Documentation
• Tier 2: Same as Tier 1 plus
  • Dashboard and project Executive Summary
  • PCRA – update
• Tier 3: Same as Tier 2 plus

Project Cost

• Cost for this stage: Actuals

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC) to Executive Management Committee to TBS

Gate 4: Close-Out

Phase Purpose

• To provide an assessment of the project performance against its objectives, requirements and its baselines, and capture Lessons Learned

Process and Deliverables

• Tier 0
  • Project Performance Record – update
  • Official Project Close-Out email (from Sponsor)
• Tier 1: Same as Tier 0 plus
  • Benefits Realization Plan (assessment)
  • Close-Out Report and Lessons Learned
• Tier 2: Same as Tier 1 plus
  • Dashboard and Project Executive Summary
• Tier 3: Same as Tier 2

Project Cost

• Cost for this stage: Actuals

Governance

• Tier 1
  • Project Sponsor = Director
  • Project Steering Committee to Director Level Committees
• Tier 2
  • Project Sponsor = DG
  • Project Steering Committee to DG Level Committees (for example, IMSC)
• Tier 3
  • Project Sponsor = DG or ADM for PCRA 3 and EX04 or EX05 for PCRA 4
  • Project Steering Committee to DG Level Committees (for example, IMSC) to Executive Management Committee to TBS

(Post-Project) – Gate 5: Post Implementation

Phase Purpose

• To measure the project success
• To run the operations

Process and Deliverables

• Tier 0
  • Project Performance Record – update
• Tier 1: Same as Tier 0 plus
  • Benefits Realization Results Report (BRRR) and Presentation
• Tier 2: Same as Tier 1 plus

For IT projects only

• S-ATO Maintenance Log (SML)
• Tier 3: Same as Tier 2

Project Cost

• Operating Budget

Governance

• Tier 1
  • Director Level Committees
• Tier 2
  • DG Level Committees
• Tier 3
  • DG Level Committees to ADM Corporate Operations Committee to Executive Management Committee to TBS

Notes

• The PMF aligns with ECCC’s OPMCA scoring of 2 and TBS Policy on the Planning and Management of Investments and the Direction on the Management of Projects and Programmes
• Project Performance Record is created and updated as required during the Lifecycle.
• Governance is for sharing project information with Senior Management and Stakeholders for the input, feedback and decisions prior to crossing a Gate.
• Projects in Tier 1 to 3 present to the Project management Advisory Committee (PMAV) at each gate for endorsement to proceed.
• For enquiries, please contact the DPMO team at EC.BureauGestionDeProjets-ProjectManagementOffice.EC@canada.ca
• For IT Security documents, contact It Security.
• For PIA, contact Access to Information and Privacy (ATIP) Group.
• For BARD documents, contact the Business Analysts Group.
• For EA documents, contact Enterprise Architecture Group.
• For Project Intake, contact the Portfolio Management Group.

Source: ECCC Project Management Framework 2.0, approved by the ECCC Executive Management Committee in October 2019